Reception/Administrator

  • £22k - 23k per year
  • Location: Cambridge
  • Job Type: Permanent
  • Date posted: 01/12/19
Sarah Flack

Hi I'm Sarah,
I manage this role

Client Services Director

Please get in touch if you would like to discuss this role


Job description

Job reference: 3904/1

Role Outline

To provide an efficient, friendly and professional service to all callers, both in telephone and in person, made to the company as well as comprehensive administrative support to ensure effective and efficient operations and contribute to an excellent client service.

Key Duties

Reception Duties

  • First point of contact for internal and external telephone calls, answering enquiries in person, by phone and email
  • Answer incoming telephone calls, transferring them on an announced basis or taking messages as necessary
  • Respect the confidential nature of all telephone calls and correspondence
  • Present a cooperative and helpful image
  • Welcome personal callers to the Company and deal with the reason for their visit in the appropriate manner, making sure guests are signed in and offered refreshments.  Advising the correct person of the arrival of a visitor 
  • Managing the visitor’s book and keeping the reception/office area tidy
  • Ongoing post management, including franking and taking post to the Post Office/ drop off point on the business park
  • Open and distribute incoming post.
  • Handle telephone calls, queries and enquiries discreetly and efficiently, passing on messages as appropriate
  • Maintain confidentiality of all information handled, staff personnel files, financial information and development work
  • Maintain stationery and essential facility supplies.  Ensure stationary is recycled where possible and raise purchase orders where required
  • Raising purchase orders
  • Maintain a professional approach at all times, conducting yourself in accordance with expectations
  • Act as Fire Warden for company
  • Contact the landlord in respect of minor repairs
  • Be the point of contact for external suppliers for facilities, i:e alarm maintenance, sanitary waste, fire extinguishers
  • Maintain and update relevant databases.  Create efficient systems for administration.  Keeping the filing system up to date, manual and CRM system
  • Provide on request the information in a logical and professional format

Administrative Duties

  • Provide secretarial and administrative support to the Director of Operations and management team, including word processing, filing, photocopying & scanning, undertaking research, minute taking, typing up meeting notes and mailings
  • Arrange meetings and appointments and maintain an up-to-date master diary
  • Preparation of weekly and monthly reports to aid in business planning, which will include: Weekly KPIs and Monthly governance.  Assisting with KPI planning and forecasts
  • Updating key documents such as training plans and logs, organisational charts, policies and procedures
  • Preparing, organising and confirming all meetings ‘on and off site’ – confirming attendance booking and setting up meeting rooms, producing agendas and preparing refreshments
  • Accompanying the Director of Operations to meetings and events and take notes where requested
  • Undertake administrative arrangements for training courses held in-house and at local venues.
  • Assist on the Access system, setting up new forms, guides, pulling reports and maintaining user access
  • Carrying out specific projects
  • Pro-actively carrying out business development telephone calls as a team activity to build relationships with clients and generate new business opportunities
  • Create and maintain professional social media profiles, supporting with blogs, internal and external communication
  • Assist the senior management team in reaching overall goals and objectives
  • Monitor Heads of Departments’ annual leave

 

Skills & Experience

  • Grades A-C at GCSE English and Maths, or equivalent
  • Experience of telephony and some meeting and greeting of clients in a Reception area in a similar professional environment
  • Administration experience
  • A good working knowledge of Word, Outlook and Excel
  • Excellent communication skills, verbally and written
  • Strong customer service skills
  • Candidates must be comfortable working as part of a small team and have a flexible and adaptable approach

To Apply

Please send your CV in MS Word together with a covering letter to sarah@annpettengell.co.uk

Next steps

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Reception/Administrator (Ref: 3904/1)

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